Project Cost Accounting (PCA)PROCUREMENT SERVICESWEBCAST TRAINING SERIES – 6/23/2020

HEATHER NICHOLSON, JOHN WHITNEY, T INA PADILLA

Using PCA in MyFD

Types of PCA ResourcesIntroduction to PCA

Introduction to PCA

What is PCA?Project Cost Accounting (PCA) is a way for UW departments to monitor expenditures, report revenue, payroll and track other financial data. It’s a way to label transactions for specific tracking purposes.

Departments use PCA to track for things like:• Project expenses• Event expenses• Lab expenses• Expenses for recruitment

Project Code Option Code Task Code

XXXXXX6 digits

XXX3 digits

XXX3 digits

• List of codes also known as “Chart of Accounts” or “TOP codes.”

What are the Codes?

• Design codes that are meaningful to your department

• You don’t have to use all three types of codes• Use all available spaces (3 or 6)• Consider avoiding characters that look similar to

avoid confusion i.e.: 0 and O

General Guidance

Where is it found?

Ariba

MyFD

PaymentNet

How Does it Work?

Ariba MyFD

PaymentNet

Enter the codes when creating a transaction (Ariba Requisition, eReimbursement, PaymentNet Reconciliation etc.) and the code posts to the system it was entered and also the reports in MyFD.

Enter Post

Types of PCA

UltraLite

Task

234567892758

Option

WINFALSUMSPR

Project

HELLOULABSTFEVENTSPROJET

• List of codes created and circulated within the department

• Managed within the department

• Only used on desired budgets/transactions

• No system needed• No special set up

needed• No additional system

access needed

UltraLite• Any code entered on

a transaction will post as entered

• Not all codes have to be used

Lite

• Expected to be used on all budgets within the org code set up

• Org code level only set up at the 6th or 7th digit level

• Requires access to FIN

• Requires set up in FIN

• Managed within FIN by the department

LiteIn order to enter codes in FIN, PCA has be used at the 6th or 7th digit of the org code.

For example, if org code 3040444010 wanted to use PCA:

6th digit: 304044 7th digit: 3040444OR

All budgets under the org code would be impacted.

Lite

Steps:

1) Create a list of codes (Chart of Accounts)2) Request access from Administrative Applications to

the PCA side of FIN (access to FIN is limited)3) Email myfdhelp@uw to have your org opened up for

adding codes to FIN4) Add codes to FIN5) Email myfdhelp@uw to have PCA activated for use

Lite• Any code entered is checked against the list in FIN• If the code is a match on the list, the code is posted

on the transaction in MyFD• If not correct or if the space is empty, a default code

is applied

How Do I Know Which One is Right For My Department?

How Do I Know Which One is Right For My Department?

Ask yourself: Is this for a few budgets or all budgets in the organization?

If a few budgets: UltraLite works for most departments looking to use PCA

If all budgets: Lite might be a good fit. Review the steps and guidance on the MyFD website first https://finance.uw.edu/myfd/pca

Using PCA in MyFinancialDesktop

Codes On Reports

• Transaction Summary Report• Reconciliation Report

Codes are entered as the transaction is created. The codes post with the transaction in MyFD.

Editing Codes with ETIf a code is posted incorrectly, the only way to correct this is to do an Expense Transfer in MyFD.

Report Extract

To find the transactions that have PCA codes, one option is pulling an extract of the Transaction Summary report or the Reconciliation Report.

QueryYou can also run a query. A query is a report in MyFD you can run to find specific transactions that have been charged on a budget.

Fields for UltraLite:PCA Original Project, Option, Task

Fields for Lite:PCA Project, Option, Task

Query

PCA fields for UltraLite

PCA fields for Lite

Resources

PCA Website: https://finance.uw.edu/myfd/pca

Getting Started with PCA Lite: https://finance.uw.edu/myfd/pca/gettingstarted

Chart of Account Examples: https://finance.uw.edu/myfd/pca/resources

Chart of Account Worksheet: https://finance.uw.edu/myfd/pca/coa

FIN Entry Guide for PCA Lite: https://finance.uw.edu/myfd/pca/resources

Questions?